DEFENSE LOGISTICS AGENCY

 HEADQUARTERS

 8725 JOHN J. KINGMAN ROAD

 FORT BELVOIR, VIRGINIA 22060-6221

 

 June 7, 2016

MEMORANDUM FOR DOD ACTIVITY ADDRESS DIRECTORY (DoDAAD) PROCESS 

REVIEW COMMITTEE (PRC) 

SUBJECT: Administrative Addendum to Approved Defense Logistics Management Standards 

(DLMS) Change (ADC) 1193B for Update to Access User Roles (DoDAAD)

The attached administrative update is approved for immediate implementation to DLM 

4000.25, Volume 6, Chapter 2, DoDAAD.

Addressees may direct questions to Tad DeLaney, DoDAAD PRC Chair, at 703-767-

6885, DSN 427-6885, or email: DLMSODoDAAD@dla.mil. Others must contact their 

Component designated representative. 

 

 

 HEIDI M. DAVEREDE

Director

Defense Logistics Management 

Standards Office

Attachment

As stated

cc:

ODASD (SCI)

OUSD DPAP
Attachment, ADC 1193B

Page 1

ADC 1193B

Update to Access User Roles

(DoDAAD)

1. ORIGINATING SERVICE/AGENCY AND POC INFORMATION:

a. Technical POC: Defense Logistics Management Standards Office, DoDAAD PRC 

Chair, Tad DeLaney, at 703-767-6885, e-mail: DLMSODoDAAD@dla.mil

b. Functional POC: Defense Logistics Management Standards Office, DoDAAD PRC 

Chair, Tad DeLaney, at 703-767-6885, e-mail: DLMSODoDAAD@dla.mil

2. FUNCTIONAL AREA:

a. Primary/Secondary Functional Area: DoDAAD

b. Primary/Secondary Functional Process: DoDAAD

3. REFERENCES:

a. DLM 4000.25, Defense Logistics Management Standards (DLMS), Volume 6, Chapter 2, 

Department of Defense Activity Address Directory. 

b. ADC 1193A, Update to Access User Roles, dated March 1, 2016 

4. APPROVED CHANGE(S):

a. Brief Overview of Change: This administrative change replaces ADC 1193A in its 

entirety. It clarifies the two types of management roles associated with a Service’s/Agency’s 

stewardship of the DoDAAD – Central Service Point (CSP) and Monitor(s). It also clarifies the 

types of access level and change rights to the database associated with these roles that can be 

requested and which must be specifically delineated in the Service’s/Agency’s Appointment Letter, 

to afford their members the necessary access to perform their specific management functions. This 

replacement changes the recipient to whom DOD Components and Federal Agencies submit their 

DoDAAD Central Service Point and Monitor Appointment letters. CSP/Monitor Appointment 

letters will be submitted to the DoDAAD System Access Control Point (SACP) at Transaction 

Services, vice the DoDAAD Administrator. Changes to the original ADC are highlighted in 

YELLOW text; all other provisions of ADC 1193 are carried forward in this addendum and remain 

as written. 

b. Background: 

(1) In the management function of the DoDAAD, there are only two types of roles –

CSP and Monitor. ADC 1193 erroneously identified three roles. Roles and access rights are two 

separate factors. The role of CSP or Monitor is facilitated by the access rights. The type of access 

those roles require in the performance of their duties can be set by the factors of Access Level and 

Type of Change. This administrative change seeks to clarify the distinction. Table 1 shows the 

Access Levels and Types of Change designators which set access rights: 
Attachment, ADC 1193B

Page 2

Table 1: Access Levels and Types of Change Designators

Access Level Rule

All Ability to add, change, or delete all records within the Series. 

MAJCOM Ability to add, change, or delete records within the Series,

restricted further based on Major Command Code 

(MAJCOM). 

Range Ability to add, change, or delete records within the Series, but 

further restricted based on a range within the Series. 

Type of Change Rule

Add/Chg/Del Ability to create, change, or delete records per Access Level.

Chg/Del Ability to only change (update) or delete records per Access

Level.

Change only Ability to update only. 

(2) Application: How these access levels and types of change are applied to the two 

management roles of CSP and Monitor depends upon the needs of the Service/Agency. CSPs have 

overall responsibility for managing a Service’s/Agency’s records; consequently, they should have 

full access to make any changes to all of a Service’s/Agency’s records. A Monitor, however, only 

has limited access to a Service’s/Agency’s records but can be afforded full or partial type of change 

rights to those limited records, according to the needs of the Service/Agency, and as specified in the 

Service’s/Agency’s appointment letter. The following is germane: 

Table 2: Role/Access Level/Type of Change

Role Access Level Type of Change

CSP

All DoDAAD 

Records 

(DoDAACs and 

RICs)

Add/Chg/Del

Chg/Del

MAJCOM 

Monitor MAJCOM

Add/Chg/Del

Chg/Del

Change only

Range

Monitor Range

Add/Chg/Del

Chg/Del

Change only
Attachment, ADC 1193B

Page 3

c. Approved Change in Detail:

(1) Transaction Services: Make the changes to the DoDAAD Update Application

for role restrictions, based on Access Level and Type of Change authorized, as specified in the 

Service’s/Agency’s Appointment Letter: 

(a) If System Access Requests are submitted by Services/Agencies that 

conflict with current Appointment Letters, the SACP will identify the conflicts to the DoDAAD 

Administrator. Do not approve access that conflicts with the Appointment letter. The DoDAAD 

Administrator will adjudicate the situation with the respective Service/Agency representatives. 

(b) The SACP will forward an information copy of CSP/Monitor 

appointment letters received to the DoDAAD Administrator. 

(2) DLMSO: The DoDAAD Administrator will ensure published points of contact 

listings are maintained current with the appointment letters received from the SACP. receive, 

review, and forward all Appointment Letters received from the PRC stakeholders to Transaction 

Services. If any questions arise, the Administrator will contact the respective Service/Agency 

accordingly to remedy. 

(3) Services/Agencies: Officials responsible for appointing CSPs and Monitors for 

their respective Service/Agency will ensure the appointment letters submitted clearly align the 

requisite access rights with the necessary responsibilities of the appointees listed thereon. These 

letters are to be submitted to the DoDAAD SACP Administrator, using the template provided in the 

enclosure to this attachment. 

d. Revisions to DLM 4000.25 Manuals: The following changes need to be made to the 

DLM 4000.25 Manuals:

(1) DLM 4000.25, Volume 6, Chapter 2:

(a) Remove paragraph C2.3.2.5.

(b) Change paragraph C2.3.4.4. to read as follows:

C2.3.4.4. Maintain proper system access controls. Access for CSPs and 

Monitors must be based on both Transaction Services approved system access 

requests (SAR), and approved CSP and Monitor assignments and Monitor 

delegations received from the Services and Agencies DoDAAD System 

Administrator. 

(c) Change paragraph C2.3.5.2. to read as follows: 

C2.3.5.2. Submit DoDAAD CSP and Monitor appointment changes to the 

DoDAAD SACP DoDAAD System Administrator in a timely manner to allow the 

SACP DLA Transaction Services to promptly add or remove account access to the 

Enterprise DoDAAD Update Web Maintenance Application. Appointments will 

include all individuals who require access (to include existing appointments) as well 

as individuals who will be revoked. This will ensure that the latest appointment 

includes all currently authorized personnel for the Service/Agency. These 
Attachment, ADC 1193B

Page 4

appointments do not grant access; they authorize access. Transaction Services 

grants access based on matching the completed SAR with appointment 

authorizations.

(d) Change paragraph C2.3.6.8. to read as follows: 

C2.3.6.8. At the Component or Agency’s discretion, delegate/sub-divide 

their responsibility for file maintenance of the DoDAACs and RICs for which they are 

responsible to DoDAAD Monitors, as necessary. Such delegation will be in writing 

to the DoDAAD SACP System Administrator (see C2.3.4.4. and C2.3.5.2.).

(2) DoDAAD Update Application Standard Operating Procedures. Insert the 

following in place of the current paragraph 3.2.1.2.: 

3.2.1.2. Type of Change. In addition to Access Level, the type of updates 

that are granted can also be controlled. Currently, there are three types of 

changes that can be applied: Add/Change/Delete, Change/Delete, and 

Change only. Each of these can be applied to an Access Level above. The 

following types apply and can be applied to the roles of CSP and Monitor 

as laid out in Table 1 below: 
Attachment, ADC 1193B

Page 5

Table 1: Roles/Access Levels/Types of Change

Type of Change Rule

Add/Chg/Del Ability to add, update/change, or delete records per

Access Level. 

Chg/Del Ability to only update/change or delete records per

Access Level. 

Change only Ability to only update records. 

Role Access Level Type of Change

CSP All DoDAAD records 

(DoDAACs and RICs)

Add/Chg/Del

Chg/Del

MAJCOM Monitor MAJCOM

Add/Chg/Del

Chg/Del

Change only

Range Monitor Range

Add/Chg/Del

Chg/Del

Change only

e. Alternatives: N/A

5. REASONS FOR CHANGE: Simplifies the management roles and factors that determine 

access rights. 

6. ADVANTAGES AND DISADVANTAGES:

a. Advantages: Corrects a known shortfall in the current system and lays the foundation to 

limit users to the roles they actually perform.

b. Disadvantages: None noted.

7. ADDITIONAL FUNCTIONAL REQUIREMENTS: None noted.
Attachment, ADC 1193B

Page 6

8. ESTIMATED TIME LINE/IMPLEMENTATION TARGET: This change will be 

authorized for immediate implementation. 

9. ESTIMATED SAVINGS/COST AVOIDANCE ASSOCIATED WITH 

IMPLEMENTATION OF THIS CHANGE: This is not a cost issue. This is being done to 

support a functional requirement.

10. IMPACT:

a. New DLMS Data Elements: No new DLMS data elements.

b. Changes to DLMS Data Elements: No changes to existing DLMS data elements.

c. Automated Information Systems (AIS): This is covered in the detailed change section 

above. Army and Air Force will need to make equivalent changes to their internal DoDAAD 

systems.

d. Transaction Services: These changes will need to be implemented and maintained at 

Transaction Services.

e. Non-DLM 4000.25 Series Publications: The changes identified in this DLMS Change 

will need to be incorporated into the relevant Component-level DoDAAD management 

publications, including (but not limited to) the following: 

(1) U.S. Army: AR 725-50

(2) U.S. Navy: NAVSO P-1000-2-5

(3) U.S. Air Force: AFI 24-230

(4) U.S. Marine Corps: MCO 4420.4H

(5) U.S. Coast Guard: COMDTINST M4000.2

(6) Defense Logistics Agency: DLAI 1401

(7) Defense Information Systems Agency: DISA Instruction 270-50-10 

(8) Federal Property Management Regulations 
MUST BE ON

AGENCY LETTERHEAD

DATE

Enclosure, ADC 1193B

Page 1

MEMORANDUM FOR: Transaction Services, DoD Activity Address Directory (DoDAAD) 

System Access Control Point (SACP)

SUBJECT: DoD Activity Address Directory (DoDAAD) Central Service Point (CSP) 

and/or Monitor Letter of Appointment

REFERENCES: (a) DLM 4000.25, Defense Logistics Management Standard (DLMS), 

 Volume 6, Chapter 2

(b) DLM 4000.25-1, Military Standard Requisitioning and Issue Procedures 

(MILSTRIP), Appendix 2.03 - Routing Identifier Codes

In accordance with references (a) and (b), Component/Agency XXX hereby designates 

the Primary and Alternate CSPs listed below to add, delete or modify our assigned XXX series 

DoD Activity Address Codes (DODAACs) and X_ Series Routing Identifier Codes (RICs). They 

are responsible for the currency and accuracy of our DoDAACs/RICS, and for maintaining 

records to support the proper assignment, modification, or deletion of each DoDAAC/RIC. 

Official Mailing Address: XXX

Primary CSP: Name Email phone number (Comm & DSN) 

Alternate CSP(s): Name Email phone number (Comm & DSN)

The following are hereby removed as CSPs for this Component/Agency: 

Name: (First, MI. Last) 

Additionally, the following personnel are delegated Monitor responsibilities, under 

management of the CSPs, for the MAJCOMs/Range(s) listed. These Monitor(s) are hereby 

authorized to modify our assigned XXX series DODAACs and X_ series RICs for the 

MAJCOMs/Range(s) listed. They are responsible to the CSP for the currency and accuracy of 

our DoDAACs/RICS, and for maintaining auditable records to support the modifications of each 

DoDAAC/RIC. To facilitate their roles, they require the Access Level and Type of Change

rights as designated below: 

List MAJCOM(s) or Range(s) of responsibility:

Monitors: Name Email phone number (DSN XXX)

Name Email phone number (DSN XXX)

List MAJCOM(s) or Range(s) of responsibility:

Monitors: Name Email phone number (DSN XXX)

Name Email phone number (DSN XXX)
MUST BE ON

AGENCY LETTERHEAD

DATE

Enclosure, ADC 1193B

Page 2

Additionally, the following are hereby removed as Monitors for this Component/Agency: 

Name: (First, MI. Last) 

If these are any additional questions or concerns, please contact me at 999-999-9999, 

email XXX@XXX.XXX

 

XXXXX X. XXXXXX

Authorized Agency Representative
Enclosure, ADC 1193B

Page 3

Instructions:

1. A new letter listing all CSPs and/or Monitors is required for any additions and promptly 

following any deletions. CSPs and Monitors may not appoint themselves, but CSPs can 

appoint Monitors. 

2. Please note in the letter any CSP or Monitor restrictions (e.g., limitation by DoDAAC 

series or Type Address Code). 

3. If no Monitor assignments apply for your Service/Agency, do not include the portion of 

the letter related to Monitors. 

4. If the RIC CSP or Monitor is different from the DoDAAC CSP or Monitor, please list 

them separately in the letter. Note: “H” series RIC assignments for “Other DoD 

Activities” are managed by Washington Headquarters Service. 

5. NOTE: the most recent letter submitted by your Service/Agency will supersede any and 

all previous copies; therefore, it is critical that the letter submitted includes all personnel 

authorized. 

6. The letter must be dated and physically or digitally signed (digital signature is preferred) 

and must include the contact information for the person signing the letter. 

7. The person signing the letter should send it as a PDF to TransSvcsDoDAAC@dla.mil. If it 

is not feasible for the person signing the letter to send it, the person signing the letter 

must be included in the forwarding email.

8. Once the Appointment letter is reviewed and approved by the SACP, the SACP will 

notify the appointees via email with the link to the SAR process.